John Brian Fast, CPA

Small businesses rely on their computer systems.  They are needed for taking orders, recording sales, billing, and other important real time functions.  Here are some recommendations for protecting your technology tools.  

1 – Backup your data and programs.  The most common computer problem that shuts down a small business is the failure of a hard drive.  All Hard Drives have a limited life.  And, those plastic discs that are sometimes used for back ups are more fragile than you might think.  Take the time to store your backup files off-site.  If you have a fire, having a back up in the same room as your main computer may not be that helpful.  We devoted a full post to the topic of data back up and storage.  Follow the recommendations at:  http://www.johnbrianfastcpa.com/407/the-data-storage-rule-of-three/

2 – Have a good anti-virus and anti-spy-ware program.  Norton and McAfee dominate the market place but there are other very effective anti-virus and anti-spy-ware applications.  Some of them are free for personal use, or, are free for a limited time period for business use.  Some anti-virus programs are: AVG, Kaspersky, or Avira.  Some good anti-spy-ware applications include: Super AntiSpyware and AdAware, These applications offer great features such as bundled anti-virus and anti-spy-ware scanners and many include a software firewall.

3 – Install all of your software updates.   Make sure your Windows automatic update is turned on (go to Start->Help and Support->Keep your Computer up to Date.)  Keep it on “Automatic.”  There is usually no good reason why a small business user would not want their Windows updated every time a patch is released.  This is especially important for Microsoft products.  All security patches are added through product updates.  There are many software vendors who will not support your software programs if they have not been updated to the current release.

4 – Use a Backup Uninterruptible Power Source (UPS).  A UPS will not only provide electrical power to your computer in case of an outage but it will also protect it against electrical surges and “brown-outs”.  Over-voltage and Under-voltage conditions are a common cause of data loss and even hard-disk failure.  The innards of your computer are very sensitive to voltage changes.  They really cannot take big shocks to their system. 

5 – Avoid STDs (System Transmitted Destructors.)  Do not open any attachment to an e-mail from a source you do not know.  Most viruses are transmitted by e-mail attachments.  In the worst of cases, these attachments may even be a way to install malicious software programs in your computer that may operate independently and do bad things to you or others.
 

6 – Clean up temporary files on a regularly scheduled basis.  Almost every user accumulates a large number of “Temporary Files” that are never deleted. These files slow down your system and may contain dangerous malware.  It is easy to dispose of them.  If you are using Internet Explorer, go to Tools->Internet Options and under “Browsing History” check the box and click “delete”.  Use the “Disk Cleanup” program to cleanse your computer of old and unneeded files.  Have a schedule.  It is easy to procrastinate, and before you know it, your computer is clogged up and data cannot flow freely.

This is an update of a post previously published on September 24, 2009.